When you are more used to with some application software and if you use it daily on a high volume, it's sometime good to learn the keyboard shortcuts of the features that you perform regularly. Outlook exposes a lot of such shortcut keys for you to perform better.

It's not always possible to learn all of them, but good to have the list to learn/view time to time. Here I am listing all the shortcuts of Outlook 2010 - 2016, for your reference.

Basic Navigations

Outlook 2010, 2013

Outlook 2016

Switch to Mail

Ctrl + 1

Ctrl + 1

Switch to Calendar

Ctrl + 2

Ctrl + 2

Switch to Contacts

Ctrl + 3

Ctrl + 3

Switch to Tasks

Ctrl + 4

Ctrl + 4

Switch to Notes

Ctrl + 5

Ctrl + 5

Switch to Folder List in Folder Pane

Ctrl + 6

Ctrl + 6

Switch to Shortcuts

Ctrl + 7

Ctrl + 7

Switch to next message

Ctrl + Period

Ctrl + Period

Switch to previous message

Ctrl + Comma

Ctrl + Comma

Move between the Folder Pane, the main Outlook window, the Reading Pane and the To-Do Bar

Ctrl + Shift + Tab or Shift + Tab

Ctrl + Shift + Tab or Shift + Tab

Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane and the sections in the To-Do Bar

Tab

Tab

Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane and the sections in the To-Do Bar and show the access keys in the Outlook ribbon

F6

F6

Move around message header lines in the Folder Pane or an open message

Ctrl + Tab

Ctrl + Tab

Move around within the Folder Pane

Arrow keys

Arrow keys

Go to a different folder

Ctrl + Y

Ctrl + Y

Go to the Search box

F3 or Ctrl + E

F3 or Ctrl + E

In the Reading Pane, go to the previous message

Alt + Up Arrow or Ctrl + Comma or Alt + Page Up

Alt + Up Arrow or Ctrl + Comma or Alt + Page Up

In the Reading Pane, page down through text

Spacebar

Spacebar

In the Reading Pane, page up through text

Shift + Spacebar

Shift + Spacebar

Collapse or expand a group in the email message list

Left Arrow or Right Arrow, respectively

Left Arrow or Right Arrow, respectively

Go back to previous view in main Outlook window

Alt + B or Alt + Left Arrow

Alt + B or Alt + Left Arrow

Go forward to next view in main Outlook window

Alt + Right Arrow

Alt + Right Arrow

Select the InfoBar and, if available, show the menu of commands

Ctrl + Shift + W

Ctrl + Shift + W

Search

Outlook 2010, 2013

Outlook 2016

Find a message or other item

Ctrl + E

Ctrl + E

Clear the search results

Esc

Esc

Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in

Ctrl + Alt + A

Ctrl + Alt + A

Use Advanced Find

Ctrl + Shift + F

Ctrl + Shift + F

Create a Search Folder

Ctrl + Shift + P

Ctrl + Shift + P

Search for text within an open item

F4

F4

Find and replace text, symbols, or some formatting commands Works in the Reading Pane on an open item

Ctrl + H

Ctrl + H

Expand search to include items from the current folder

Ctrl + Alt + K

Ctrl + Alt + K

Expand search to include subfolders

Ctrl + Alt + Z

Ctrl + Alt + Z

Commands common to most views

Outlook 2010, 2013

Outlook 2016

Save (except in Tasks)

Ctrl + S or Shift + F12

Ctrl + S or Shift + F12

Save and close (except in Mail)

Alt + S

Alt + S

Save as (only in Mail)

F12

F12

Undo

Ctrl + Z or Alt + Backspace

Ctrl + Z or Alt + Backspace

Delete an item

Ctrl + D

Ctrl + D

Print

Ctrl + P

Ctrl + P

Copy an item

Ctrl + Shift + Y

Ctrl + Shift + Y

Move an item

Ctrl + Shift + V

Ctrl + Shift + V

Check names

Ctrl + K

Ctrl + K

Check spelling

F7

F7

Flag for follow-up

Ctrl + Shift + G

Ctrl + Shift + G

Forward

Ctrl + F

Ctrl + F

Send or post or invite all

Alt + S

Alt + S

Enable editing in a field (except in Mail or Icon view)

F2

F2

Left align text

Ctrl + L

Ctrl + L

Center text

Ctrl + E

Ctrl + E

Right align text

Ctrl + R

Ctrl + R

Format text

Outlook 2010, 2013

Outlook 2016

Display the Format menu

Alt + O

Alt + O

Display the Font dialog box

Ctrl + Shift + P

Ctrl + Shift + P

Switch case (with text selected)

Shift + F3

Shift + F3

Format letters as small capitals

Ctrl + Shift + K

Ctrl + Shift + K

Make letters bold

Ctrl + B

Ctrl + B

Add bullets

Ctrl + Shift + L

Ctrl + Shift + L

Make letters italic

Ctrl + I

Ctrl + I

Increase indent

Ctrl + T

Ctrl + T

Decrease indent

Ctrl + Shift + T

Ctrl + Shift + T

Left align

Ctrl + L

Ctrl + L

Center align

Ctrl + E

Ctrl + E

Underline

Ctrl + U

Ctrl + U

Increase font size

Ctrl + ] or Ctrl + Shift + >

Ctrl + ] or Ctrl + Shift + >

Decrease font size

Ctrl + [ or Ctrl + Shift + <

Ctrl + [ or Ctrl + Shift + <

Cut

Ctrl + X or Shift + Delete

Ctrl + X or Shift + Delete

Copy

Ctrl + C or Ctrl + Insert

Ctrl + C or Ctrl + Insert

Paste

Ctrl + V or Shift + Insert

Ctrl + V or Shift + Insert

Clear formatting

Ctrl + Shift + Z or Ctrl + Spacebar

Ctrl + Shift + Z or Ctrl + Spacebar

Delete the next word

Ctrl + Shift + H

Ctrl + Shift + H

Stretch a paragraph to fit between the margins

Ctrl + Shift + J

Ctrl + Shift + J

Apply styles

Ctrl + Shift + S

Ctrl + Shift + S

Create a hanging indent

Ctrl + T

Ctrl + T

Insert a hyperlink

Ctrl + K

Ctrl + K

Left align a paragraph

Ctrl + L

Ctrl + L

Right align a paragraph

Ctrl + R

Ctrl + R

Reduce a hanging indent

Ctrl + Shift + T

Ctrl + Shift + T

Remove paragraph formatting

Ctrl + Q

Ctrl + Q

Create an item or file

Outlook 2010, 2013

Outlook 2016

Create an appointment

Ctrl + Shift + A

Ctrl + Shift + A

Create a contact

Ctrl + Shift + C

Ctrl + Shift + C

Create a contact group

Ctrl + Shift + L

Ctrl + Shift + L

Create a fax

Ctrl + Shift + X

Ctrl + Shift + X

Create a folder

Ctrl + Shift + E

Ctrl + Shift + E

Create a meeting request

Ctrl + Shift + Q

Ctrl + Shift + Q

Create a message

Ctrl + Shift + M

Ctrl + Shift + M

Create a note

Ctrl + Shift + N

Ctrl + Shift + N

Create a Microsoft Office document

Ctrl + Shift + H

Ctrl + Shift + H

Post to this folder

Ctrl + Shift + S

Ctrl + Shift + S

Post a reply in this folder

Ctrl + T

Ctrl + T

Create a Search Folder

Ctrl + Shift + P

Ctrl + Shift + P

Create a task

Ctrl + Shift + K

Ctrl + Shift + K

Create a task request

Ctrl + Shift + U

Ctrl + Shift + U

Create a Journal entry

Ctrl + Shift + J

-

Color Categories

Outlook 2010, 2013

Outlook 2016

Delete the selected category from the list in the Color Categories dialog box

Alt + D

Alt + D

Flags

Outlook 2010, 2013

Outlook 2016

Open the Flag for Follow Up dialog box to assign a flag

Ctrl + Shift + G

Ctrl + Shift + G

Mail

Outlook 2010, 2013

Outlook 2016

Switch to Inbox

Ctrl + Shift + I

Ctrl + Shift + I

Switch to Outbox

Ctrl + Shift + O

Ctrl + Shift + O

Choose the account from which to send a message

Ctrl + Tab (with focus on the To box) and then Tab to the Accountsbutton

Ctrl + Tab (with focus on the To box) and then Tab to the Accountsbutton

Check names

Ctrl + K

Ctrl + K

Send

Alt + S

Alt + S

Reply to a message

Ctrl + R

Ctrl + R

Reply all to a message

Ctrl + Shift + R

Ctrl + Shift + R

Reply with meeting request

Ctrl + Alt + R

Ctrl + Alt + R

Forward a message

Ctrl + F

Ctrl + F

Ignore Conversation

Ctrl + Del

Ctrl + Del

Move to Archive folder

-

Backspace

Mark a message as not junk

Ctrl +Alt + J

Ctrl +Alt + J

Display blocked external content (in a message)

Ctrl + Shift + I

Ctrl + Shift + I

Post to a folder

Ctrl +Shift + S

Ctrl +Shift + S

Apply Normal style

Ctrl + Shift + N

Ctrl + Shift + N

Check for new messages

Ctrl + M or F9

Ctrl + M or F9

Go to the previous message

Up Arrow

Up Arrow

Go to the next message

Down Arrow

Down Arrow

Create a message (when in Mail)

Ctrl + N

Ctrl + N

Create a message (from any Outlook view)

Ctrl + Shift + M

Ctrl + Shift + M

Open a received message

Ctrl + O

Ctrl + O

Delete and Ignore a Conversation

-

Ctrl + Shift + D

Open the Address Book

Ctrl + Shift + B

Ctrl + Shift + B

Add a Quick Flag to an unopened message

Insert

Insert

Display the Flag for Follow Up dialog box

Ctrl + Shift + G

Ctrl + Shift + G

Mark as read

Ctrl + Q

Ctrl + Q

Mark as unread

Ctrl + U

Ctrl + U

Open the Mail Tip in the selected message

Ctrl + Shift + W

Ctrl + Shift + W

Find or replace

F4

F4

Find next

Shift + F4

Shift + F4

Send

Ctrl + Enter

Ctrl + Enter

Print

Ctrl + P

Ctrl + P

Forward

Ctrl + F

Ctrl + F

Forward as attachment

Ctrl + Alt + F

Ctrl + Alt + F

Show the properties for the selected item

Alt + Enter

Alt + Enter

Create a multimedia message

Ctrl + Shift + U

Ctrl + Shift + U

Create a text message

Ctrl + Shift + T

-

Mark for Download

Ctrl + Alt + M

Ctrl + Alt + M

Clear Mark for Download

Ctrl + Alt + U

Ctrl + Alt + U

Display Send/Receive progress

Ctrl + B (when a Send/Receive is in progress)

Ctrl + B (when a Send/Receive is in progress)

Calendar

Outlook 2010, 2013

Outlook 2016

Create an appointment (when in Calendar)

Ctrl + N

Ctrl + N

Create an appointment (in any Outlook view)

Ctrl + Shift + A

Ctrl + Shift + A

Create a meeting request

Ctrl + Shift + Q

Ctrl + Shift + Q

Forward an appointment or meeting

Ctrl + F

Ctrl + F

Reply to a meeting request with a message

Ctrl + R

Ctrl + R

Reply All to a meeting request with a message

Ctrl + Shift + R

Ctrl + Shift + R

Show 1 day in the calendar

Alt + 1

Alt + 1

Show 2 days in the calendar

Alt + 2

Alt + 2

Show 3 days in the calendar

Alt + 3

Alt + 3

Show 4 days in the calendar

Alt + 4

Alt + 4

Show 5 days in the calendar

Alt + 5

Alt + 5

Show 6 days in the calendar

Alt + 6

Alt + 6

Show 7 days in the calendar

Alt + 7

Alt + 7

Show 8 days in the calendar

Alt + 8

Alt + 8

Show 9 days in the calendar

Alt + 9

Alt + 9

Show 10 days in the calendar

Alt + 0

Alt + 0

Go to a date

Ctrl + G

Ctrl + G

Switch to Month view

Alt + = or Ctrl + Alt + 4

Alt + = or Ctrl + Alt + 4

Go to the next day

Ctrl + Right Arrow

Ctrl + Right Arrow

Go to the next week

Alt + Down Arrow

Alt + Down Arrow

Go to the next month

Alt + Page Down

Alt + Page Down

Go to the previous day

Ctrl + Left Arrow

Ctrl + Left Arrow

Go to the previous week

Alt + Up Arrow

Alt + Up Arrow

Go to the previous month

Alt + Page Up

Alt + Page Up

Go to the start of the week

Alt + Home

Alt + Home

Go to the end of the week

Alt + End

Alt + End

Switch to Full Week view

Alt + Minus Sign or Ctrl + Alt + 3

Alt + Minus Sign or Ctrl + Alt + 3

Switch to Work Week view

Ctrl + Alt + 2

Ctrl + Alt + 2

Go to previous appointment

Ctrl + Comma or Ctrl + Shift + Comma

Ctrl + Comma or Ctrl + Shift + Comma

Go to next appointment

Ctrl + Period or Ctrl + Shift + Period

Ctrl + Period or Ctrl + Shift + Period

Set up recurrence for an open appointment or meeting

Ctrl + G

Ctrl + G

People

Outlook 2010, 2013

Outlook 2016

Dial a new call

Ctrl + Shift + D

Ctrl + Shift + D

Find a contact or other item (Search)

F3 or Ctrl + E

F3 or Ctrl + E

Enter a name in the Search Address Books box

F11

F11

In Table or List view of contacts, go to first contact that starts with a specific letter

Shift + letter

Shift + letter

Select all contacts

Ctrl + A

Ctrl + A

Create a message with selected contact as subject

Ctrl + F

Ctrl + F

Create a Journal entry for the selected contract

Ctrl + J

-

Create a contact (when in Contacts)

Ctrl + N

Ctrl + N

Create a contact (from any Outlook view)

Ctrl + Shift + C

Ctrl + Shift + C

Open a contact form for the selected contact

Ctrl + O

Ctrl + O

Create a contact group

Ctrl + Shift + L

Ctrl + Shift + L

Print

Ctrl + P

Ctrl + P

Update a list of contact group members

F5

F5

Go to a different folder

Ctrl + Y

Ctrl + Y

Open the Address Book

Ctrl + Shift + B

Ctrl + Shift + B

Use Advanced Find

Ctrl + Shift + F

Ctrl + Shift + F

In an open contact, open the next contact listed

Ctrl + Shift + Period

Ctrl + Shift + Period

Find a contact

F11

F11

Close a contact

ESC

ESC

Send a fax to the selected contact

Ctrl + Shift + X

Ctrl + Shift + X

Open the Check Address dialog box

Alt + D

Alt + D

In a contact form, under Internet, display the Email 1 information

Alt + Shift + 1

Alt + Shift + 1

In a contact form, under Internet, display the Email 2 information

Alt + Shift + 2

Alt + Shift + 2

In a contact form, under Internet, display the Email 3 information

Alt + Shift + 3

Alt + Shift + 3

Electronic Business Cards

Outlook 2010, 2013

Outlook 2016

Open the Add list

Alt + A

Alt + A

Select text in Label box when the field with a label assigned is selected

Alt + B

Alt + B

Open the Add Card Picture dialog box

Alt + C

Alt + C

Place cursor at beginning of Edit box

Alt + E

Alt + E

Select the Fields box

Alt + F

Alt + F

Select the Image Align drop-down list

Alt + G

Alt + G

Select color palette for background

Alt + K, then Enter

Alt + K, then Enter

Select Layout drop-down list

Alt + L

Alt + L

Remove a selected field from the Fields box

Alt + R

Alt + R

Tasks

Outlook 2010, 2013

Outlook 2016

Accept a task request

Alt + C

Alt + C

Decline a task request

Alt + D

Alt + D

Find a task or other item

Ctrl + E

Ctrl + E

Open the Go to Folder dialog box

Ctrl + Y

Ctrl + Y

Create a task (when in Tasks)

Ctrl + N

Ctrl + N

Create a task (from any Outlook view)

Ctrl + Shift + K

Ctrl + Shift + K

Open selected item

Ctrl + O

Ctrl + O

Print selected item

Ctrl + P

Ctrl + P

Select all items

Ctrl + A

Ctrl + A

Delete selected item

Ctrl + D

Ctrl + D

Forward a task as an attachment

Ctrl + F

Ctrl + F

Create a task request

Ctrl + Shift + Alt + U

Ctrl + Shift + Alt + U

Switch between the Folder Pane, Tasks list and To-Do Bar

Tab or Shift + Tab

Tab or Shift + Tab

Undo last action

Ctrl + Z

Ctrl + Z

Flag an item or mark complete

Insert

Insert

Show or hide the To-Do Bar

Alt + F2

-

Open selected item as a Journal item

Ctrl + J

-

Groups

Outlook 2010, 2013

Outlook 2016

Expand a single selected group

Right Arrow

Right Arrow

Collapse a single selected group

Left Arrow

Left Arrow

Select the previous group

Up Arrow

Up Arrow

Select the next group

Down Arrow

Down Arrow

Select the first group

Home

Home

Select the last group

End

End

Select the first item on screen in an expanded group or the first item off screen to the right

Right Arrow

Right Arrow

Print

Outlook 2010, 2013

Outlook 2016

Open Print tab in Backstage view

Press Alt + F and then press P

Press Alt + F and then press P

To print an item from an open window

Alt + F, press P and then press F and press 1

Alt + F, press P and then press F and press 1

Open Page Setup from Print Preview

Alt + S or Alt + U

Alt + S or Alt + U

To select a printer from Print Preview

Alt + F, press P and then press I

Alt + F, press P and then press I

To Define Print Styles

Alt + F, press P and then press L

Alt + F, press P and then press L

To open Print Options

Alt + F, press P and then press R

Alt + F, press P and then press R

Send/Receive

Outlook 2010, 2013

Outlook 2016

Start a send/receive for all defined Send/Receive groups with Include this group in Send/Receive (F9) selected This can include headers, full items, specified folders, items less than a specific size, or any combination that you define

F9

F9

Start a send/receive for the current folder, retrieving full items (header, item and any attachments)

Shift + F9

Shift + F9

Start a send/receive

Ctrl + M

Ctrl + M

Define Send/Receive groups

Ctrl + Alt + S

Ctrl + Alt + S

Visual Basic Editor

Outlook 2010, 2013

Outlook 2016

Open Visual Basic Editor

Alt + F11

-

Macros

Outlook 2010, 2013

Outlook 2016

Play macro

Alt + F8

Alt + F8

Forms

Outlook 2010, 2013

Outlook 2016

Choose a Microsoft InfoPath form

Ctrl + Shift + Alt + T

-

Table view

Outlook 2010, 2013

Outlook 2016

Open an item

Enter

Enter

Select all items

Ctrl + A

Ctrl + A

Go to the item at the bottom of the screen

Page Down

Page Down

Go to the item at the top of the screen

Page Up

Page Up

Extend or reduce the selected items by one item

Shift + Up Arrow or Shift + Down Arrow, respectively

Shift + Up Arrow or Shift + Down Arrow, respectively

Go to the next or previous item without extending the selection

Ctrl + Up Arrow or Ctrl + Down Arrow, respectively

Ctrl + Up Arrow or Ctrl + Down Arrow, respectively

Select or cancel selection of the active item

Ctrl + Spacebar

Ctrl + Spacebar

Business Cards view or Address Cards view

Outlook 2010, 2013

Outlook 2016

Select the previous card

Up Arrow

Up Arrow

Select the next card

Down Arrow

Down Arrow

Select the first card in the list

Home

Home

Select the last card in the list

End

End

Select the first card on the current page

Page Up

Page Up

Select the first card on the next page

Page Down

Page Down

Select the closest card in the next column

Right Arrow

Right Arrow

Select the closest card in the previous column

Left Arrow

Left Arrow

Select or cancel selection of the active card

Ctrl + Spacebar

Ctrl + Spacebar

Extend the selection to the previous card and cancel selection of cards after the starting point

Shift + Up Arrow

Shift + Up Arrow

Extend the selection to the next card and cancel selection of cards before the starting point

Shift + Down Arrow

Shift + Down Arrow

Extend the selection to the previous card, regardless of the starting point

Ctrl + Shift + Up Arrow

Ctrl + Shift + Up Arrow

Extend the selection to the next card, regardless of the starting point

Ctrl + Shift + Down Arrow

Ctrl + Shift + Down Arrow

Extend the selection to the first card in the list

Shift + Home

Shift + Home

Extend the selection to the last card in the list

Shift + End

Shift + End

Extend the selection to the first card on the previous page

Shift + Page Up

Shift + Page Up

Extend the selection to the last card on the last page

Shift + Page Down

Shift + Page Down

Calendar Day/Week/Month view

Outlook 2010, 2013

Outlook 2016

View from 1 through 9 days

Alt + key for number of days

Alt + key for number of days

View 10 days

Alt + 0 (zero)

Alt + 0 (zero)

Switch to weeks

Alt + Minus Sign

Alt + Minus Sign

Switch to months

Alt + =

Alt + =

Move between Calendar, TaskPad and the Folder List

Ctrl + Tab or F6

Ctrl + Tab or F6

Select the previous appointment

Shift + Tab

Shift + Tab

Go to the previous day

Left Arrow

Left Arrow

Go to the next day

Right Arrow

Right Arrow

Go to the same day in the next week

Alt + Down Arrow

Alt + Down Arrow

Go to the same day in the previous week

Alt + Up Arrow

Alt + Up Arrow

Day view

Outlook 2010, 2013

Outlook 2016

Select the time that begins your work day

HOME

HOME

Select the time that ends your work day

END

END

Select the previous block of time

Up Arrow

Up Arrow

Select the next block of time

Down Arrow

Down Arrow

Select the block of time at the top of the screen

Page Up

Page Up

Select the block of time at the bottom of the screen

Page Down

Page Down

Extend or reduce the selected time

Shift + Up Arrow or Shift + Down Arrow, respectively

Shift + Up Arrow or Shift + Down Arrow, respectively

Move an appointment up or down

With the cursor in the appointment, Alt + Up Arrow or Alt + Down Arrow, respectively

With the cursor in the appointment, Alt + Up Arrow or Alt + Down Arrow, respectively

Change an appointment's start or end time

With the cursor in the appointment, Alt + Shift + Up Arrow or Alt + Shift + Down Arrow, respectively

With the cursor in the appointment, Alt + Shift + Up Arrow or Alt + Shift + Down Arrow, respectively

Move selected item to the same day in the next week

Alt + Down Arrow

Alt + Down Arrow

Move selected item to the same day in the previous week

Alt + Up Arrow

Alt + Up Arrow

Week view

Outlook 2010, 2013

Outlook 2016

Go to the start of work hours for the selected day

Home

Home

Go to the end of work hours for the selected day

End

End

Go up one page view in the selected day

Page Up

Page Up

Go down one page view in the selected day

Page Down

Page Down

Change the duration of the selected block of time

Shift + Left Arrow, Shift + Right Arrow, Shift + Up Arrow, or Shift + Down Arrow; or Shift + Home or Shift + End

Shift + Left Arrow, Shift + Right Arrow, Shift + Up Arrow, or Shift + Down Arrow; or Shift + Home or Shift + End

Month view

Outlook 2010, 2013

Outlook 2016

Go to the first day of the week

Home

Home

Go to the same day of the week in the previous page

Page Up

Page Up

Go to the same day of the week in the next page

Page Down

Page Down

Date Navigator

Outlook 2010, 2013

Outlook 2016

Go to the first day of the current week

Alt + Home

Alt + Home

Go to the last day of the current week

Alt + End

Alt + End

Go to the same day in the previous week

Alt + Up Arrow

Alt + Up Arrow

Go to the same day in the next week

Alt + Down Arrow

Alt + Down Arrow

Was this information helpful? Please don't forget to share your feedback. In case I missed any shortcut to list here, drop a line below and I will add it over here. Thank you. Have a great day ahead.

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About Me

Kunal Chowdhury is a Windows Platform Development MVP of Microsoft, a Telerik MVP, Nokia Developer Champion, Speaker in various Microsoft events, Author, passionate Blogger and a Software Engineer by profession.